Team Communication for Project Success

Introduction

Effective communication is an important factor for the individuals whenever the peoples are working in a group. When the peoples are working on any of the projects, then the success of the project is directly or indirectly depended on the communication among the entire teams. Effective communication in the team reduces the risk of conflicts and misunderstandings among the team members and helps them in cooperating and collaborating effectively with each other (Cervone, 2014). The report explains the importance of communication in the project management and how the team can use the different methods for promoting better communication in the team and leading a project towards great success.

Importance of Communication

Communication is one of the essential tools for managing the project in an effective manner. It is a process of acquiring all the relevant information, interpreting the information and effectively disseminating the information to a person who might need it (Kerzner, 2017). The communication is a process which allows a sender and a receiver to communicate the message effectively. For proper project management, important information should be shared and conveyed to all the team members. This is possible if the entire working team has effective communication skills, and it would also help the top project management to make the entire team aware of the clear goals of the project.

Form the starting of the project till the completion of the project, communication is important for managing the teams and completing the project effectively. The structure of the team should be designed in such a way that it should support and promote proper communication during the entire project. Both verbal and non-verbal communication is important for the teams to work effectively with each other (Heagney, 2016). In general terms, the communication in which words are being used for expresses yourself is called verbal communication, and the communication which uses the expressions or gesture for expressing actions are called non-verbal communication. Effective verbal communication should be practiced in the team, and the members should also try to understand the gestures expressed by others.

Communication is important for making better decisions during the project as it helps in open communication with the team leader and all the team members (Cervone, 2014). Effective communication among all the team members involved in the project is very helpful in developing better coordination among the team members. It also promoted better planning and increasing the working efficiency of all the team members and leads the project towards success. For developing better communication among the team, the management should use different tools and techniques which can promote better communication in the team.

In the context of our project, there is a need to develop effective communication among all the stakeholders of the project. For explaining the project effectively and making the goals and objectives clear to everyone, the massages and important information should be conveyed effectively to all the stakeholders. In the starting of the project, it is important that all the group members should have a meeting which would help them in delivering the information and planning the project in a well-organized manner (Muszynska et al., 2015). Also, during this, all the group members should communicate well with each other through technologies. All the team members can communicate effectively and stay connected by using the different platforms such as Zoom app for conducting online meetings through which the information can be conveyed to all effectively.

Along with this, the structuring of the project should be done in such a way that the proper communication should be maintained form top-down and bottom-up of the project. All the stakeholders of the project would try to cooperate well with others should try to make effective and open communication which would help our project in taking better decisions (Butt et al., 2016). The entire team should promote better communication which would help in maintaining proper teamwork, cooperation and collaboration. If the team is maintaining this throughout the project from starting till the end, then they would be able to complete the project effectively and will be achieving the aims and objectives of the project.

Methodology

Methodology refers to the theoretical and systematic analysis of the methods which are being applied to the field of research or the study. The methodology provides a theoretical understanding regarding the different methods and practices which can be applied to the recent case, and the project can be operated, managed and completed in an appropriate manner. In our project, the methodology mentions about the different methods and tools which can be used for managing the project, developing communication and for achieving the goals of the project (Verma et al., 2014). The different methods for this method are mentioned below.

Waterfall

This is a methodology is a linear project management approach in which all the stakeholders and customers are required to gather at the beginning of the project and to manage the project effectively. This model has different phases which require to be completed, and these phases are required to be followed in strict linear order (Chari & Agrawal, 2018). The different phases are requirements, design, implementation, verification and maintenance. If all the different phases are completed in an appropriate manner, then the project will be delivered in an effective and well-organized manner. Different advantages and disadvantages are associated with using this method in the project, such as:

Advantages of Waterfall project management

This methodology focuses on more clear and defined steps which increases the efficiency and effectiveness of the project and proper operation.

This model is effective in defining the clear goals of the project to all the stakeholders of the project.

All the information is transferred among all the stakeholders effectively.

Disadvantages of Waterfall project management

As this model is based on the different stages and phases, making changes is difficult in this methodology.

The testing of the project is delayed as it requires all the stages to be fulfilled.

This methodology focuses less on the user of the product or the client (Balaji & Murugaiyan, 2012).

Agile

This methodology is a practice that promotes continuous repetition of the development and testing throughout the software development lifecycle of the project (Kumar & Bhatia, 2012). This methodology focuses on the four main values such as individual and team interactions over the processes and tools, customer collaboration, working software over comprehensive documentation and responding to the change over the following plan. The different advantages and disadvantages associated with this model are as follow:

Advantages of Agile methodology

It helps in detecting and solving the issues and defects effectively.

It helps in adapting the changes in a better way and making fast responses.

The test ideas can experiment as its cost is low

Knowledge for using this methodology is easy to gain as there is a big community of Agile practitioners

Disadvantages of Agile methodology

It is difficult to measure progress by using this methodology.

The projects may take more time as this model does not mention a clear end of the project.

This methodology requires more time and energy as it requires continuous interaction of the developers and the customers.

Prince 2

Prince2 stands for projects in controlled environments; it is a process-based method used for managing the projects effectively. This methodology focuses on the business justification and defining the structure of the organization for the project management team and uses the product-based approach (Vaníčková, 2017). Along with this, the model also provides better control over the project resources and helps in managing the project risks effectively. Different advantages and disadvantages associated with this methodology are such as

Advantages of Prince2 methodology

This methodology is more predictable as it breaks down the project into different stages which can be monitored clearly.

This methodology standardizes all the aspects of the projects effectively for reducing the chances of misunderstandings and conflicts.

This methodology is time and cost-effective approach.

Disadvantages of Prince2 methodology

This methodology does not involve any of the soft skills.

Experience is required for implementing this model effectively and managing the project in an effective manner.

This methodology only has two tools and techniques.

Conclusion

The report, as mentioned above, had explained about the communication in the project management. Effective communication among all the stakeholders of the project is an important success factor for the completion of the project in an effective and organized manner. If better verbal and non-verbal communication is maintained during the entire project management, then it led the project towards achieving the goals and objective effectively. Along with this, the report had also mentioned the different methodologies which can be used for managing the project such as Prince2, Agile and Waterfall. If we implement the most relevant methodology and effective communication, then the project can be completed easily, and the goals can also be achieved.

References

Cervone, H. F. (2014). Effective communication for project success. OCLC Systems and Services: International digital library perspectives.

Butt, A., et al., (2016). Project change stakeholder communication. International Journal of Project Management, 34(8), 1579-1595.

Heagney, J. (2016). Fundamentals of project management. Amacom.

Kerzner, H. (2017). Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Kumar, G., & Bhatia, P. K. (2012). Impact of Agile methodology on software development process. International Journal of Computer Technology and Electronics Engineering (IJCTEE), 2(4), 46-50.

Balaji, S., & Murugaiyan, M. S. (2012). Waterfall vs. V-Model vs. Agile: A comparative study on SDLC. International Journal of Information Technology and Business Management, 2(1), 26-30.

Chari, K., & Agrawal, M. (2018). Impact of incorrect and new requirements on waterfall software project outcomes. Empirical Software Engineering, 23(1), 165-185.

Verma, J., et al., (2014). Develop framework for selecting best software development methodology. International Journal of Scientific & Engineering Research, 5(4).

Vaníčková, R. (2017). Application of PRINCE2 project management methodology. Studia Commercialia Bratislavensia, 10(38), 227-238.

Muszynska, K., et al., (2015, May). Communication management in project teams-practices and patterns. In Joint International Conference (pp. 1359-1566).